Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page explains how to add, modify and delete mobility activities in granted KA1 youth projects.
In the Mobility Activities section of your project in Beneficiary module you can fill in basic participant information and other details, save the information as a draft and continue to update the mobility activity either immediately or at a later stage. Where applicable, you can also manage and monitor participant reports. As you must provide information regarding the Sending and Receiving organisation for a mobility activity, all organisations participating in your project must be available in the Organisations of your project. Depending on the action type of your project, you may also have to add the related activities in your project before adding the mobility activities, as they may have to be linked to an activity. For general instructions on how to create and manage mobility activities in beneficiary projects in Beneficiary module, please see the page Add mobility activities to projects. For a quick overview of Mobility Activities in Beneficiary module, please view the eLearning video. It is also possible to complete all mobility activities using the import and export of mobility activities function, depending on the action type of the project. For a quick overview of import and export of mobility activities in Beneficiary module, please view the eLearning video. Draft mobility activities must be completed or removed before attempting to submit the beneficiary report, as they will not be considered in the budget summary. Mobility activities can only be managed by project contacts with edit rights in the project if the project status is Project ongoing.
The instructions below are based on an example project for KA154-YOU - Mobility of youth workers, Call 2022 Round 1.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
For a quick overview of Activities in Beneficiary module, please view the eLearning video.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
In your project, click on Mobility Activities in the Content menu.
The Mobility activities screen is displayed. All the mobility activities that you add will be shown here. Initially the list is empty.
Once items are added to the list, the following icons become available under the Actions column:
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
Click on the Create button in the mobility list screen.
The Create a Draft Mobility activity screen opens. This is the first of two parts of the form and requires you to provide basic information on the mobility activity, including the participant's name. All fields are mandatory, which is indicated by a red asterisk (*).
Note the following:
In order to complete the draft mobility activity registration you must fill in all the mandatory fields, marked with a red asterisk (*). After saving the draft (7) mobility details, the mobility activity can be completed at a later stage. It is advised to save your changes regularly when completing a mobility activity.
Click the Save button at the bottom of the Create draft mobility activity screen to save the basic details.
Once saved, you will automatically return to the Mobility activities list, where you can view and start editing each draft mobility activity to complete it, as described in the following sections.
The mobility activity just added is displayed in the list of List of mobility activities, in status Draft.
In KA151, KA152, KA153, and KA154 projects, in the list of individual mobility activities, the button Provide access to OLS is available. The button displays if the logged in user is a contact of the beneficiary or participating organisation with edit access in the project, and is flagged as OLS Administrator within the project. It allows you to provide access to OLS in the EU Academy for multiple mobility activities at once.
See the page Provide access to OLS for details.
In the list of mobility activities, click the Edit icon next to the one you want to complete. The mobility activity screen will open in edit mode, and you can fill in the remaining information.
The screen consists of several sections. You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section.
The sections available depend on the call year and action type of your project.
The mobility activity card is displayed at the top of the mobility activity screen. It displays the participant's name, as well as the mobility activity card with basic details about the mobility activity: Mobility ID, State, date of creation, and date of update.
Clicking on the Export mobility activity button in the card allows you to export the form to a PDF file which contains a list of all fields and the information you provided in each field.
The Save and Back buttons are located in the bottom right corner of the screen. Click the Save button regularly to save the information as you fill in the form. Click on the Back button to return to the list of mobility activities.
Click on the Activity drop-down box and select an activity from the ones you had recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? check box will be filled in automatically, in accordance with the details you had provided for the selected activity.
In our example, we have selected a Youth participation mobility activity, which we had previously defined in the Activities part of the project as itinerant.
Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component.
In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.
Call 2023 projects
In call 2023 projects, the Blended mobility activity flag is located in the Mobility Activity section of the screen.
In the Mobility Activity section you can change the Mobility activity ID and/or flag the mobility activity as Force majeure.
The Mobility Activity ID is created automatically. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.
Force majeure is:
An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on his/her part.
Source: Erasmus+/European Solidarity Corps programme guides 2023, Glossary
Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.
In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.
When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.
In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.
Take note
The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation.
In addition, if the force majeure flag is set, certain duration and grant fields are affected as follows:
The information required in the Participant section varies per action and activity type. Some details are already filled in as they were provided in the first step of creating the mobility activity.
The Participant ID field is available in mobility activities in Beneficiary module, allowing you to provide a unique alphanumeric participant identification. The Participant ID field is not mandatory.
If a Participant ID is provided, it must be unique for the participant in the project.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
The Participant section includes a variety of flags that can indicate the participant's role in the mobility activity, whether the participant requires a language grant or whether it is a participant with fewer opportunities.
The available flags vary, depending on the action type and activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided at project level
Check the appropriate flags.
Below are some of the most common participant flags explained.
In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (check box) may be available. Checking this flag will indicate the person is entitled for the Online Language Support.
The Online Language Support (OLS) is designed to help Erasmus+ and European Solidarity Corps participants improve their knowledge of the language in which they will work, study or volunteer abroad so that they can make the most out of this experience.
Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support
For KA121, KA122, KA131, KA151, KA152, KA153, KA154, KA171, KA182 and ESC51 projects it will be possible to provide access to OLS in the EU Academy directly from the beneficiary project, by using the Provide access to OLS button.
It will be possible to provide access to OLS as OLS Learner for participants in, for example, individual mobility activities or participations, as well as for OLS Administrators, meaning for contact persons of participating organisations in a project.
This flag is not available for participants involved in preparatory visits nor for participants flagged as Group Leader, Accompanying Person, Trainer/Facilitator or Decision Maker.
See the page Provide access to OLS for details.
An Accompanying Person is
A person who accompanies participants (learners, staff, young people or youth workers) in a mobility activity in order to ensure their safety, provide support and assistance, as well as assist with the participant’s effective learning during the mobility experience. In individual activities, an accompanying person may accompany participants with fewer opportunities or minors and youngsters with little experience outside their own country. In case of group activities in the field of education and training, qualified education staff must accompany the group to facilitate the learning process.
In Beneficiary projects, check the Accompanying Person flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered an accompanying person.
A participant flagged as Accompanying person cannot be a participant with fewer opportunities at the same time.
Call 2023 projects
In call 2023 projects, the Accompanying person flag is located in the Mobility Activity section of the screen.
A Participant with fewer opportunities is
People with fewer opportunities means people who, for economic, social, cultural, geographical or health reasons, a migrant background, or for reasons such as disability and educational difficulties or for any other reasons, including those that can give rise to discrimination under article 21 of the Charter of Fundamental rights of the European Union, face obstacles that prevent them from having effective access to opportunities under the programme.
In Beneficiary projects, check the Participant with fewer opportunities flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered a participant with fewer opportunities.
A participant flagged as having fewer opportunities cannot be an accompanying person, group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities you must fill in the Inclusion Support information in the Budgets section of the mobility activity form as well as the Fewer Opportunities section of your project.
Call 2023 projects
In call 2023 projects, the Participant with fewer opportunities flag is located in the Inclusion Support section of the mobility activity. Once the flag is checked, the related fields become available in this section and can be completed.
In Beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag changes the standard conditions regarding the sending and receiving countries, as well as certain grant calculations.
Information
The flag is not applicable for participants of type Accompanying Person.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
Call 2023 projects
In call 2023 projects, this flag is available for mobility activities for the following activity types: Youth exchanges - third countries not associated (KA151, KA152), Professional development activities - third countries not associated (KA151, KA153), Preparatory visits (KA151, KA152, KA153), Youth participation mobilities (KA154) and Youth participation events with mobilities (KA154).
In the Certifications section you can add up to three certifications to be offered to the participant. Certificates cannot be offered to participants flagged as Accompanying Person, Group Leader, Trainer/Facilitator, Decision Maker nor for participants involved in Preparatory visits. Initially, no certifications are available. To add a certification:
Click on Create new.
Use the available drop-down lists to select the Certifying Organisation and the Certification Type.
Once you have selected the Certifying Organisation and Type, the Add button becomes available. Click the button.
The certification details are displayed in a new line, along with the Edit and Delete buttons.
Call 2023 projects
In call 2023 projects, the certifications can be added in the Recognition Certificates section.
Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by completing a Participant Report.
Automatic e-mails are sent to participants with an invitation to complete this report in EU Survey to share their feedback on the experience participating in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.
The participant receives an e-mail with a dedicated link to the participant report. This link will not expire. The individual participant report is completed online in EU Survey and is offered in various languages.
The participant can save the survey as draft and submit it. After submission, the participant may download a PDF version of their feedback but they can not edit the form again.
In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Survey section may be available.
From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible to send reminders to participants to complete the report.
Information
As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Survey section initially empty. The participant report request will not be sent out if the mobility activity is in Draft status, meaning not completed, in your project.
See the page Manage participant reports in projects for detailed information.
Information
A participant indicated as an Accompanying person, Trainer/Facilitator or Decision Maker will not have to complete the participant report and the Participant survey section is not displayed.
The details to provide in this section vary slightly, depending on whether the selected activity is itinerant or not. The Individual support budget item is also affected by the itinerant nature of the activity.
Select the Sending (1) and Receiving Organisation (2) from the respective drop-down lists. The Sending Country, Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed.
Note
If the organisation you want to select as sending or receiving organisation is not available for selection, it must be added to the project from the Participating organisations section.
You also must select a Distance band and Main means of transport (3), using the available drop-down list. The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Type the Real Distance in KM (3) between the sending and the receiving cities. The Real Distance in KM provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity.
If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set.
If you had flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.
In call 2023 projects, when completing the From-To section, you must also provide the Duration (in days) for each itinerary added. The Individual support field is also displayed for each itinerary and read-only, with the exception in the case of Force majeure.
Here an example of the From-To section in a KA153, call 2023, mobility activity linked to a Non-Itinerant activity.
Here an example of the From-To section in a KA153, call 2023, mobility activity linked to an itinerant activity. For each added itinerary, the Duration (in days) must be filled in. The Individual support for each available itinerary is also visible.
The Activity taking place at seat of EU institution flag is available in the From-To section of the mobility activity details screen for itinerant activities in KA154 projects for each itinerary added.
This flag indicates that the mobility activity takes place at the seat of an Institution of the European Union, even if in the project there are no participating organisations from the country that hosts the institution. Seats of the Institutions of the European Union are Brussels (Belgium), Frankfurt (Germany), Luxembourg (Luxembourg), Strasbourg (France), and The Hague (The Netherlands).
Selecting this flag will result in the Receiving organisation field being empty and not editable. The drop-down list available for selecting the Receiving country will only display the countries where seats of EU institutions are located. You must select one of the available options, as per your needs.
Information
For Preparatory visits, only the Start Date, End Date and Duration Calculated (days) are displayed in the Duration section.
When the Duration section is complete, the budget section in the mobility activity is updated accordingly.
The Prefill Start date and End date from the linked activity or event flag is available in the Duration section of the mobility activity details screen, when creating or updating a mobility activity in a KA1 Youth project from call 2023.
When the flag is ticked, the Start date and End date fields become read-only, containing the dates as defined in the linked activity or event.
Organisational Support is available for all activity types, except for Preparatory Visits and KA154 Youth participation mobilities.
It is a flat rate of 100 EUR/participant regardless of the activity or event duration. This amount cannot be manually changed, except in cases of Force majeure.
If the mobility activity is flagged as Trainer/Facilitator, Group Leader or Accompanying person, the Organisational Support is set to 0 EUR.
This budget item is not available for mobility activities in Preparatory Visits.
If the activity is not itinerant, fill in the Duration (days) for which you require the individual support grant for the participant. The Individual Support grant value is calculated automatically. This amount cannot be manually changed, except in cases of force majeure.
If the activity is itinerant, you must fill in the number of days for each itinerary. The Individual Support per itinerary is calculated automatically and cannot be changed, expect in cases of of Force majeure.
The Total Individual Support is only available for the itinerant activities and is calculated automatically as the sum of all individual support grants for each itinerary. The total individual support cannot be changed manually.
Call 2023 projects
In call 2023 projects, the field Duration (in days) in the Budget section is read-only. The Duration (in days) and Total Individual Support are calculated based on the relevant information provided in the From-To section of the mobility activity.
The Travel grant is calculated automatically based on the selected distance band. This amount cannot be manually changed, except in cases of Force majeure.
This budget item is not available for mobility activities in Preparatory Visits.
Call 2023 projects
In call 2023 projects, the Travel Grant information including the Travel support - grant not required flag and the option to Request exceptional cost for expensive travel, is available in the From-To section of the screen.
If you do not require a travel grant for this mobility activity, tick the Travel Support - Grant not required check box, and the Travel Support field will be reset to zero.
If the standard Travel Grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.
Tick the relevant box for Request Exceptional Costs for Expensive Travel. Then type the Real Travel Cost in the relevant field. The Exceptional Cost for Expensive Travel Grant is calculated automatically as 80% of the Real Travel Cost. If you request the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.
This budget item is not available for mobility activities in Preparatory Visits.
Call 2023 projects
In call 2023 projects, the Exceptional Costs for expansive travel can be requested in the From-To section, under Travel Grant, of the screen.
Inclusion support is only available if you involve participants with fewer opportunities in your projects. The flag Participant with Fewer Opportunities must be checked for this section to be displayed.
Call 2023 projects
In call 2023 projects, the Inclusion Support budget items are available in the Inclusion Support section of the screen and will display after the Participant with fewer opportunities flag was ticked.
This budget item is only available for mobility activities in Preparatory Visits. This amount cannot be manually changed.
If the Preparatory Visit is flagged as Virtual activity, the Preparatory Visit Support is set to 0 EUR.
Under Total Calculations you can request Exceptional Costs. Type the desired amount in the relevant field, then provide additional explanations to justify your request, in the Exceptional Costs Description and Justification field.
This budget item is not available for mobility activities in Preparatory Visits.
Call 2023 projects
In call 2023 projects, the Exceptional Costs can be requested in the From-To section of the screen.
The Mobility Activity Grant (calculated) is the sum of all relevant mobility costs and is displayed at the bottom of the screen. This amount cannot be changed manually.
The Budget section in a call 2023 project is read-only and contains the totals for the various budget items such as Organisational Support, Individual Support or Inclusion support. All information is read-only and calculated based on the information provided throughout the form.
In cases of Force majeure, the Organisational Support field can be updated.
Here the example of the Budget section in a KA153, call 2023 project, where the participant is a Participant with fewer opportunities.
You can add Overall Comments for the mobility activity, if required.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
Click on the Save button to save the mobility activity.
Once all sections have been updated and all mandatory fields are filled in, the mobility activity status changes from Draft to Complete. It is still possible to edit the mobility activity details at any stage, as long as the beneficiary report has not been submitted.
Before submitting the Beneficiary report, you will need to re-check all mobility activities, to make sure they still comply with all validation rules.
The mobility activity now displays in status Complete in the List of mobility activities.
Once items are added to the list, the following icons become available under the Actions column:
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
Where available, you may have the option to Duplicate a mobility activity from the list of mobility activities, using the dedicated functionality. See Duplicate a Mobility activity for details.